HomeMy WebLinkAboutDoc 293 - Amend Custodial Svcs Agrmt - SODeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschut~s.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of July 25, 2012
DATE: July 18, 2012
FROM: Darryl Nakahira Sheriffs Office: 541-617-3369
TITLE OF AGENDA ITEM:
Consideration of Board Signature of Document No. 2012-293 Amendment to Deschutes County
Contract No. 2010-665 regarding Custodial Services to the Sheriffs Office and Field Office Locations.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
Cascade Complete Cleaning Services provides custodial services for the Deschutes County Sheriffs
Office in Bend, Sisters, and Terrebonne, for the Sheriffs Office Search and Rescue offices, the
Sheriffs Office Automotive offices and for portions of the Adult Jail.
Cascade Complete Cleaning Services has a current contract to provide cleaning services for the
Sheriffs Office. The company has been cleaning the Sheriffs Office since 2005. The last contract
was signed in November 201 O.
In late December, 2010, the Sheriffs Office completed a remodel of its Bend building and
commenced to occupy an additional 3,904 sq. ft. of space that was vacated by the 9-1-1 Service
District and the FBI.
In November 2011, the Deschutes County Jail completed a remodel, which added a 1,000 sq. ft.
staff dining area.
This amendment to increase the monthly payment will compensate Cascade Complete Cleaning
Services for their services to clean the additional square footage at the Bend Sheriffs Office and at
the jail.
FISCAL IMPLICATIONS:
When Service Contract 2010-665 was implemented in November 2010, the annual value was
$71,017.92 with a total contract value of$213,053.76 for the contract's 3-year duration. With the
proposed 11 % payment increase, the remaining 18 months of the contract will add an additional
value of$118,244.70.
The Sheriffhas approved a monthly increase of 11 %, retroactive to May 1, 2012. The monthly
payment will increase from $5,918.16 to $6,569.15. The increase in pay is due to a 21 % increase in
space that must be cleaned following the remodel projects at the Sheriffs Office and at the Adult
Jail. The maximum compensation per year will increase from $71,017.92 to $78,829.80. There are
18 months left in the current contract.
During the next 6 months, there will be an ongoing evaluation of the services provided by Cascade
Complete Cleaning Services. In January 2013, the Sheriff will consider an additional monthly pay
mcrease.
RECOMMENDATION & ACTION REQUESTED:
Approve and sign Document No. 2012-293 Amendment to Deschutes County Contract No. 2010-665.
ATTENDANCE:
Capt. Tim Edwards, Sheriff's Office
Darryl Nakahira, Sheriff's Office
DISTRIBUTION OF DOCUMENTS:
Call Pat Davis, Sheriff's Office Legal Assistant, x3367, or email when ready for pick up.
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DESCHUTES COUNTY DOCUMENT SUMMARY
Date: July 18, 2012 Department: Sheriffs Office
Contractor/Supplier/Consultant Name: Cascade Complete Cleaning Services
Contractor Contact: Gary and Maria Curry Contractor Phone #: 541-617-1645
Type of Document: Amendment: Document 2012-293 is the first amendment to Document
2010-665, a Services Contract
Goods and/or Services: Cascade Complete Cleaning Services provides custodial services for
the Deschutes County Sheriffs Office in Bend, Sisters, and Terrebonne, for the Sheriffs Office
Search and Rescue offices, the Sheriffs Office Automotive offices and for portions of the Adult
Jail.
Background & History: Cascade Complete Cleaning Services has a current contract to provide
cleaning services for the Sheriffs Office. The company has been cleaning the Sheriffs Office
since 2005. In late December 2010, the Sheriffs Office completed a remodel of its Bend
building and commenced to occupy an additional 3,904 sq ft of space that was vacated by the 9
1-1 Service District and the FBI.
In November, 2011, the Deschutes County Jail completed a remodel which added a 1,000 sq ft
staff dining area.
This amendment to increase the monthly payment will compensate Cascade Complete Cleaning
Services for their services to clean the additional square footage at the Bend Sheriff s Office and
at the jail.
Amendment Agreement Starting Date: May 1,2012 Ending Date: October 31,2013
Annual Value or Total Payment: When Services Contract 2010-665 was implemented, the
annual value was $71,017.92 with a total contract value of$213,053.76 for the contract's 3-year
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duration. With the proposed 11 % payment increase, the remaining 18 months of the contract
will add an additional value of $118,244.70.
The Sheriff has approved a monthly increase of 11 %, retroactive to May 1,2012. The monthly
payment will increase from $5,918.16 to $6,569.15. The increase in pay is due to a 21 % increase
in space that must be cleaned following the remodel projects at the Sheriffs Office and at the
Adult Jail. The maximum compensation per year will increase from $71,017.92 to $78,829.80. 1There are 18 months left in the current contract. t ~
During the next 6 months, there will be an ongoing evaluation of the services provided by
Cascade Complete Cleaning Services. In January, 2013, the Sheriff will consider an additional [
monthly pay increase.
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[g] Insurance Certificate Received (check box)
Insurance Expiration Date: 5/25/2013
Check all that apply:
D RFP, Solicitation or Bid Process
D Informal quotes «$150K)
[g] Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
2.37.080
Funding Source: (Included in current budget? [g] Yes D No
If No, has budget amendment been submitted? DYes D No
Is this a Grant Agreement providing revenue to the County? D Yes ~ No
Departmental Contact and Title: Captain Tim Edwards
Sherifrs Approval: 7 '-19' -/ L
Date
Distribution of Docum nt:
Pho #: 541-388-6656
---I;...,.~-~~I-d----
Contact Pat Davis, Sheriffs Office Legal Assistant, x3367 or
by email, when ready for pick up .
Official Review:
County Signature Required (check one): [g] BOCC D Department Director (if <$25K)
D Administrator (if>$25K but <$150K; if>$150K, BOCC Order No. )----------'
Legal Review ~~Date 7 /I~ /)'ol""J-
Document Number 2012-293
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REVIEWED "Z-t,. ~,~
LEGAL COUNSEL
DOCUMENT NO. 2012-293
AMENDMENT TO DESCHUTES COUNTY CONTRACT NO. 2010-665
THAT CERTAIN AGREEMENT, Deschutes County Contract No. 2010-665 dated November 1, 2010, by and between
DESCHUTES COUNTY, a political subdivision of the State of Oregon ("County"), by and through it SHERIFF'S OFFICE,
and CASCADE COMPLETE CLEANING SERVICES (collectively "Contractor"), is amended, effective upon Signing of all
parties, as set forth below. All other provisions of the contract and assignment remain the same and in full force.
The above listed contract is amended as follows:
Exhibit # 1 titled: Statement of Work, Compensation Payment Terms and Schedule
Section 2. Consideration is amended to reflect County's agreement to pay Contractor $6,569.15 per month with an
effective date of May 1,2012.
Section 3. The maximum compensation per year under this amendment to the contract with the new monthly payment in
effect, including allowable expenses, is $78,829.80.
All other provisions of Exhibit 1 remain the same and in full force.
CONTA:;L
Dated this 1 of / 7 ,2012
Gary Curry, O;&r~~
Cascade Complete Cleaning Services
Dated this L of J '1 ,2012
DATED this ___ Day 2012.
FOR DESCHUTES COUNTY: BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
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ANTHONY DEBONE, Chair
ALAN UNGER, Commissioner
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TAMMY BANEY, Commissioner
ATTEST:
I Recording Secretary
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Dated this of ()JLy
/
,2012